Accounts Payable Specialist
Date Posted:
Deadline:
Position Objectives:
General Statement of Duties
Performs responsible fiscal and paraprofessional accounting work in the County Finance Department.
Distinguishing Features of the Class
An employee in this class performs a variety of tasks in the maintenance of accounts payable records, cash receipts and related tasks. Work involves applying established accounting procedures, principles of bookkeeping, and basic fund accounting to the processing of accounts payable. Duties include reviewing invoices received from departments for payment ensuring payment authorizations match invoice, entry of payables into the computer; running batch entry proof reports and balancing entries. Work also includes counting and balancing deposit funds from various departments, maintaining electronic and hard copy files including vendor and accounts payable files and related clerical activities. Judgment is required in selecting and applying appropriate procedures. Tact and diplomacy are required in dealing with vendors, coworkers and supervisor while conducting County business. The work is performed under regular supervision and is evaluated through conferences, review of the work for accuracy and completeness, and by independent audit of financial records.
Duties and Responsibilities
Essential Duties and Tasks
Receives invoices and matches with payment authorizations and receipts; matches statements and invoices that do not have purchase order numbers; checks for accuracy on dates, vendor numbers, sales tax, required signatures, etc.; makes corrections to incorrect information.
Keys invoices into computer by vendor code number, code of department; liquidates each purchase order; checks accuracy of entry; maintains files of invoices and related records.
Runs proof reports; verifies accuracy of vendors, codes and amounts, prints check batch verifications; prints checks; matches checks to invoice copies; resolves discrepancies; balances each check run; mails approved checks; reviews and runs checks for EFT accounts; processes refunds.
Reconciles credit card and procurement card purchases and invoices to statements for payments; distributes to department staff for authorization as needed; breaks out amounts by department and posts; beaks out taxes and enters for payment; files sales taxes payable, federal and state withholdings, conveyance tax, fuel tax refunds; balances and posts to general ledger.
Obtains W-9s from vendors and other information as needed; sets up vendor files; prepares and distributes 1099s.
Prepares emergency checks; voids checks.
Counts cash from various departments and balances to documentation; keys information into data base; notifies departments regarding overage and/or shortages; prepares and makes deposits; files deposit slips; posts electronic revenues.
Creates and maintains a variety of spreadsheets for tracking purposes.
Processes returned checks; writes letters to obtain payment and notifies departments of check return; makes journal entries as needed.
Participates in various monthly, quarterly and annual reporting; compiles data, prints reports.
Communicates with all departments on invoices, payables and receipts; answers questions and assists departments with accounts payable issues; trouble-shoots invoice issues.
Maintains files of checks, vouchers, and related documents as needed; assists with pulling files and providing other documentation to auditors as requested.
Additional Job Duties
Backs up other staff as needed.
Performs related duties as required.
Recruitment and Selection Guidelines
Knowledge, Skills and Abilities
Considerable knowledge of the application and use of modern office technology including spreadsheets, data bases and specialized financial software.
Knowledge of paraprofessional principles of accounting and public finance.
Knowledge of the County's administrative, accounting and purchasing policies and procedures.
Working knowledge of laws, rules, regulations, policies and practices to follow in an accounts payable function.
Working knowledge of the organization and functions of county government and of the fund and account structure related to the different departments and functions.
Customer service excellence and collaborative conflict resolution skills.
Ability to understand and apply policies to the maintenance of financial records and reports.
Ability to use a variety of office equipment including adding machines and automated equipment for the maintenance of accounting records.
Ability to make arithmetic computations accurately and with reasonable speed.
Ability to maintain accurate and accessible accounts payable records.
Ability to verify accounting and accounts payable documents and forms for accuracy and completeness.
Ability to establish and maintain effective working relationships with supervisors, coworkers, vendors and the general public.
Ability to communicate effectively in oral and written forms.
Ability to prepare written communications using correct grammar.
Physical Requirements
Must be able to perform the basic life operational skills of stooping, kneeling, crouching, reaching, pushing, pulling, lifting, fingering, talking, hearing and repetitive motions.
Must be able to perform light work, exerting up to 20 pounds of force occasionally and/or 10 pounds of force frequently and/or a negligible amount of force frequently or constantly to lift, carry, push or otherwise move objects.
Must possess the visual acuity to prepare and analyze data and figures, perform accounting tasks and operate a computer terminal.
Desirable Education and Experience
Graduation with an associates degree in accounting or business and some experience in
an accounting or fiscal office environment; or an equivalent combination of training and experience.
Special Requirement
Ability to complete Introduction to Governmental Accounting course at the UNC School of Government.